MEDICAL SCHOOLS OUTCOMES DATABASE (MSOD) & LONGITUDINAL TRACKING PROJECT, 2010 Data Collectors Workshop Friday 6 th August 2010 Grace Hotel, Sydney

Welcome MSOD Project Team members Reimbursements Facilities

What’s On Today

MSOD Project: The Big Picture To design and initiate a national process to collect reliable demographic and educational data on medical students across all medical schools To establish a national database that will provide the basis for short and long-term monitoring and reporting on outcomes of medical education programs and medical workforce planning Handout

Some research questions What factors influence medical students to take up rural practice? What are the long-term outcomes of Australian Government medical education initiatives? Where and how long is students’ training actually occurring (eg. rural vs. urban) as they progress through their degrees? What are the career plans of medical students and junior doctors, and how do these change as they move through the education/continuum?

MSOD Project and MDANZ Student Statistics Terminology MSOD Project MSOD Project Team Student Statistics Medical Deans Secretariat Content Demographics Career Intentions Placement & Electives Internship Medical Education Selected Demographics Who Student Medical School (You) Timing CMSQ (Jan-Mar) MSD (mid June) EQ (Aug-Dec) PGY1Q (Aug-Jan) Templates (end May) Relevance Not 100%. By consent. Detailed information about individuals. 100% Consolidated data on cohorts. Purpose MTRP Reports RUSC Report Evaluation of medical education programs Medical workforce planning Medical Education Research MTRP Reports Benchmarking for Deans

2009 Data Collectors Workshop Outcomes Reasons for Under-reporting to MSOD Sourcing Data Privacy Matters Record Management of Special Cases Feedback on Templates Complexity & Increasing Volume of Data

MSOD Data Collection - What, How & When Commencing Students Questionnaire (CMSQ) - demographic, rurality, career intentions (location & specialty), previous tertiary education, income, scholarships Annual Medical Schools Data (MSD) - enrolment status, rural club membership, placements (discipline/ specialty, location, duration, type, infrastructure resourcing), electives (location, duration, type) Exit Questionnaire (EQ) - internship location, career intentions (location & specialty), further tertiary education, contact details, updated demographics Postgraduate Year 1 Questionnaire (PGY1Q) - status of current work, internship rotations, career intentions (location & specialty), contact details, updated demographics

Questionnaires

Medical Schools Data (MSD)

How It’s Currently Done….

CMSQ First year of medical program During medical program (Annually) Final year of medical program Medical Schools Data Scanned Raw ‘Unprocessed’ Data Files Data Cleaning ID/ DOB/Gender Checks Scanning Errors Blanks & Other Anomalies Raw ‘Cleaned’ Data Files Data Reports Individual Medical School Data Report National Data Report Exit Q Excel Templates Raw ‘Unprocessed’ Templates Data Cleaning Raw ‘Cleaned’ Templates Scanned Raw ‘Unprocessed’ Data Files Data Cleaning Raw ‘Cleaned’ Data Files PGY1Q At end of internship

CMSQ MSOD PROJECT DATA PROCESSING FLOW CHART Data Cleaning Scanned Raw data Raw ‘Unprocessed’ Data Files Blanks Anomalies Scanning Errors (MSOD Project Staff) I.D./ D.O.B./ Gender Checks (Medical Schools)

Identity Checks - Excel Template Medical Schools Check for Incorrect & Missing Data & Validate Templates returned to MSOD Project University of Medicine University of Medicine …… Medical SchoolUpdated I.D. Medical School Data – Excel Templates Produced MSOD PROJECT DATA PROCESSING FLOW CHART GenderD.O.BI.D male15/3/ female4/2/

From 2011 onwards….

Software Demonstration

Discussion Topic 1: Data Inputs by Medical Schools a)Offline Facility: Spreadsheets for Identity Checks & Medical School Data b)Online Facility: Usability of Forms & Screens

Discussion Topic 2: Data Outputs from Database a)Data from database to spreadsheets any point b)Online form view of your school’s data c)Selected records and reports from the system - do we need any - standardised reports - ethics restrictions

Discussion Topic 3: Other Matters

What Happens Next WHATWHEN Timelines TimetableNovember 2010 User Accounts & Passwords Forms to be completed by schools Forms will be provided by to Faculty Managers in August User Guide Version-controlled PDF document on Medical Deans website November 2010 (version to match live usage) Medical Schools Go Live with the New System User Accounts & Passwords provided. November 2010 Assistance Onsite Training Online Help Functions on Software Helpdesk To Be Advised Your Feedback Feedback Form20 th August 2010 What Else?